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Executive AssistantHireKayana • Manila, Metro Manila, Philippines
Executive Assistant

Executive Assistant

HireKayana • Manila, Metro Manila, Philippines
8 days ago
Job type
  • Quick Apply
Job description

About Us

Kayana is a talent agency that connects Filipino Remote Professionals with global companies that operate within real systems and value disciplined execution. These are long-term professional roles—not gig work. Our partners build structured teams where accountability, clear communication, and operational discipline matter.


Role Overview

This is not a traditional Executive Assistant role.

You’ll serve as a strategic partner to leadership—operating at the center of day-to-day execution. Your focus will be to bring structure, clarity, and momentum to a fast-moving environment by managing workflows, aligning teams, and ensuring priorities translate into action.

If you thrive in high-responsibility roles where you’re trusted to own outcomes (not just tasks), this role is built for you.


What You’ll Own

Executive Operations & Calendar Leadership

  • Manage complex, multi-stakeholder calendars with precision
  • Coordinate across time zones while prioritizing based on business impact
  • Ensure leaders are prepared, aligned, and operating efficiently day-to-day

Leadership Cadence & Board Coordination

  • Own logistics and coordination for leadership and board-level meetings
  • Support structured rhythms (e.g., leadership syncs, strategic reviews)
  • Capture decisions, track action items, and ensure accountability

Meeting Execution & Follow-Through

  • Prepare agendas, materials, and pre-reads
  • Document outcomes clearly and concisely
  • Drive follow-ups and ensure commitments are completed

Events & Offsites

  • Plan and execute internal events and leadership offsites end-to-end
  • Handle logistics, vendors, schedules, and attendee coordination
  • Ensure events run smoothly from planning through execution

Reporting & Workflow Management

  • Coordinate recurring reporting cycles (e.g., finance, operations updates)
  • Consolidate inputs and maintain organized tracking systems
  • Ensure deadlines are met and outputs are accurate

Financial & Expense Coordination

  • Manage expense tracking, submissions, and reconciliation
  • Coordinate with vendors and internal finance teams
  • Maintain accuracy and timeliness across all financial workflows

Travel Coordination

  • Handle detailed travel planning (flights, accommodations, itineraries)
  • Align travel with leadership schedules
  • Manage high-touch logistics, including charter coordination when needed

Team Coordination & Communication

  • Support remote team alignment and onboarding readiness
  • Facilitate regular check-ins and communication flow
  • Act as a central point of coordination and escalation

Cross-Functional Execution

  • Work across teams to ensure priorities move forward
  • Identify gaps, remove blockers, and keep execution on track
  • Maintain visibility across multiple parallel initiatives

Process & Documentation

  • Build and refine SOPs and internal documentation
  • Improve workflows for scalability and clarity
  • Support operational consistency across the organization

Internal Communications

  • Coordinate company updates and internal communications
  • Gather inputs, align stakeholders, and manage distribution

What Makes You a Strong Fit

  • 3+ years supporting senior leaders or multiple stakeholders
  • Proven ability to manage complex schedules and overlapping workflows
  • Strong written communication with a focus on clarity and follow-through
  • Highly organized with strong attention to detail
  • Able to track multiple threads and consistently close loops
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Executive Assistant • Manila, Metro Manila, Philippines

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